Revised: 08/31/2017
Recurring Expense Template
If you do not need to setup any new templates you may skip this step and go on to Pull Recurring Template to Entry Area.
See Also:
Pull Recurring Template to Entry Area
Go to Recurring>>Pull Recurring Template to Entry Area
Client Selection - Leave Blank for All
To pull one client's template(s) into the entry area, enter or select the appropriate Client #. Or leave this field blank to pull templates for all clients with the selected frequency and tab.
Selections
Select a Pay Group
Posting Information
Select the Frequency to pull
Click Pull
The pulled templates will now be available for editing in the Recurring Expense Entry and the Recurring Expense Edit Grid. The pulled templates may be edited in either program but editing is faster in the grid.
Recurring Expense Update
Go to Recurring>>Recurring Expense Edit Grid
Select the Frequency you wish to see in the Grid or <<All Frequencies>> to see all. You can also filter the information in the grid by choosing a specific Vendor, Client #, or Paygroup
Click Rebuild Grid. You should now see all of the pulled recurring expense information
Review the information and change amounts if needed
You may change the Amount, SC, and PG columns. The other columns cannot be changed.
For the line that your cursor is on, that client's balance will be displayed in the Posted/Unposted boxes. The top number is the client's current balance. The bottom number is the client's balance after deducting any transaction marked OK for payment. Note: To update the unposted balance, check the OK box and then click the Apply button in the tool bar to save, or press the F2 button on your keyboard to save.
If changing the amount to pay, change the Amount column and the Balance column will automatically change to the same amount.
The SC box is for Separate Check. When the SC box is checked, this expense will not combine with other payments on a check to the same vendor. If the box is not checked, this expense will print on a check with other payments to the same vendor.
The PG (Paygroup) may be changed to a different paygroup.
If a transaction will not be paid now it can be deleted or held here for future payment.
If the transaction will never be paid, delete it. To delete a line, simply place your cursor on the line you wish to delete and click the Delete button in the tool bar.
If the transaction will be paid at a later time, such as when the client receives more money, you may leave this transaction here by leaving the OK box blank. After posting, the uncheck OK box transactions will remain here for future posting.
Once you have all of the lines correctly adjusted:
If you plan to pay all of the transactions, click the Mark All OK button. This will place a check mark in all of the OK boxes.
If you will pay only some of the transactions at this time, place a check mark in the OK box for those you will pay. For transactions you want to keep for future payment, leave the OK box blank.
Recurring Expense Transaction Edit List
Go to Recurring>>Recurring Expense Edit List
You may choose the order you wish the Edit list to print by selecting either Client Number or Client Name
Select the frequency you wish to run the edit list for or choose All Frequencies (default) to see everything that is there waiting to be posted.
Select the Pay Group you wish to run the Edit List for or leave blank to see all pay groups
Click Preview or Print
Note: It is suggested that you preview your Edit list before printing for several reasons. First, you can easily view the information on your screen and go back and fix, add, or delete the Recurring Expense transaction that was incorrect without having to actually print the report. This may save you some time and paper if you need to make corrections. Also, you can print the report from within the preview by simply clicking on the print icon. If you choose to print the report without previewing it first, you may not like the way you grouped it, also, you may see transactions that need to be corrected which you will have to run the edit for again after you have made corrections.
Post Recurring Expense Entries
Go to Recurring>>Post Recurring Expenses
Select the appropriate Frequency or leave on <<All Frequencies>> to post for all.
Enter or select the Transaction Date. This is the date that expenses will be recorded in the client's account.
Select a Pay Group or leave blank to post for all.
Post/Report Order
Click to place a dot in the circle before Client Name or Client Number to indicate your order preference for the Posted register which will print after posting.
Post
Click the Post button to post the recurring expense entries or
Click Cancel to close the program without posting
After Posting, you will be asked to print the transaction register:
Click Yes to Print the register (recommended). See: Report Printing Options
Click No to close the box without printing.